Billing and invoices

Fees, invoices, payments, receipts, credit notes, refunds and taxes.

• Set up billing

  A step-by-step guide sets your fees, what invoices show, taxes, how clients pay and when invoices are made, saving as you go. If a clinic or agency bills for you, turn Billing off instead.

• Create and send invoices

  Every session not yet invoiced waits in To invoice. Tick, adjust and press Create invoices: one numbered PDF invoice per client. Email it from your own email program, and add other charges when you need them.

• Payments, receipts and statements

  Record each payment against its invoice with the date, method and reference. Each payment gets a numbered receipt, a fully paid invoice prints as a receipt, and year receipts gather a client’s payments for insurance or taxes.

• Let clients pay invoices online

  Clients pay your invoices by card on a secure Stripe page, straight into your own Stripe account. Each payment is recorded on its invoice by itself, and a paid invoice becomes a receipt. You pay Stripe’s own fees; Olive Grove takes none.

• Card on file and missed-appointment fees

  Ask clients who book online to save a card that holds their booking. Nothing is charged when they book. If a client misses the appointment or cancels too late, you can charge the fee you set for that service to the saved card, after you confirm it, and it is filed in Billing by itself.

• Who owes what: owed by age, write-offs, one payment for several invoices

  Owed by age shows each client’s unpaid balances grouped by how long they are past due. Write off a balance you will not collect, without counting it as money received, and undo it if you need to. When a client pays several invoices at once, record one payment and Olive Grove spreads it over the oldest first.

• Correct an invoice: credit notes, voids and refunds

  An issued invoice is locked so it matches what the client has. Lower it with a numbered credit note, void it if nothing has been paid, give money back with a numbered refund, or use a client’s credit on another invoice.

• Taxes, currency and insurance details

  Set up to two taxes by name and rate, added on top of your fees or included in them, or say your services are exempt in your own words. Choose any currency, and print your registration number and service codes for insurance claims.

• Billing reports and your accountant

  Billing shows what you billed, received, are owed and still have to invoice for any period. Reports break money down by month, method and service, and one button saves a CSV of every invoice and payment for your accountant.